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Atlas Copco Rental

Atlas Copco Rental

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Atlas Copco Rental

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  1. Atlas Copco Rental Work flow Rev 1 Appendix M

  2. Work Flow Entry

  3. Work Flow – Overview • The purpose of workflow is to coordinate the work between the branch and the customer service center for each unit. • This procedure will first give an overview of each step. Then, the snap shot of each step will follow after the complete overview of the step.

  4. Work Flow – Definitions • Definition: • Approver – Person who approves the work flow entry, typically the Rental Manager • CC Supervisor – Customer Center Supervisor – Person who manages the work flow from the Customer Center side. • Invoicer – Person at the Customer Center who attaches the invoice • Rental Admin – Inputs the Work Flow entry request for repair • Store Approver – Person who approves the work for the store

  5. Work Flow – Step 1 – Draft • Create Entry, Overview • A Draft of the request will need to be created by the work flow Rental Admin • Go to Main View • Open the Workflow Database • Create “Create New” button at the top which will open a new entry • Complete the information in the “Rental Information” tab • Double click in the tab to “open” the fields • Complete the information in the “Financial” tab • Double click in the tab to “open” the fields • Fill in the Original Value of the equipment • Complete the Note Book Value (NBV) of the equipment • Click “Submit” once completed

  6. Work Flow – Step 1 – Draft • Rental Information Tab, Detail • All information will need to be completed • Fleet number • New Fleet Number (only if there has been a change) • Serial number • Model • Owning Location (the store that owns the unit) • Physical Location (where the unit if physically located) • Repair Location (where the repairs will be made) • Accounting Code (Expense, Capitalized, Warranty) • Work Order Number

  7. Work Flow – Step 1 – Draft • Rental Information Tab Detail, continued • All information will need to be completed, continued • Work Order Status (Open, Closed, Needs Work Order • Purchase Order Number (Work cannot begin without the PO number issued) • Meter Hours • DDEC Hours (for use with Detroit Engines only) • General Unit Cond. (e.g. Good, Fair, Poor) • Work Summary • Work Detail (the more information the better)

  8. Work Flow – Step 1 – Draft • Create Entry, continued • Click the “Submit” button to proceed to Technical Review • The prompt, “Are you sure this document should be submitted for technical review? If you proceed, the document status will be modified,” will appear • Click “Yes” to proceed or “No” to cancel • The prompt to “Enter additional comments, if needed,” will appear • Click the “OK” button or “Cancel” to go back to the screen • The prompt, “Do you want to save your changes?” will appear • Choose “Yes” to proceed, “No” to not save or “Cancel” to end process

  9. Work Flow – Step 1 – Draft This view shows the stages of each entry

  10. Click the Create New Button Work Flow – Step 1 – Draft

  11. Double Click to open field Work Flow – Step 1 – Draft • Rental Information tab

  12. Financial Tab Work Flow – Step 1 – Draft • Financial Information tab

  13. Note: The Creator and Modifier is always shown Work Flow – Step 1 – Draft

  14. Work Flow – Step 1 – Draft

  15. Work Flow – Step 1 – Draft

  16. Work Flow – *NOTE1* – Save and Send Change Notification • Save and Send Change Notification • At anytime, you can simply change the information in the field and save those changes • E.g. The PO may not be issued until after the quote has been submitted. Therefore, open the entry and add in the Purchase Order number and then click on the Save and Send Change Notification • See Appendix D for Change procedure Go to Appendix D - Change

  17. Work Flow – Step 2 – New Item • New Item, Overview • In the “New Item” section, double click on the work flow entry • Click “Request Quote” • The prompt, “Are you sure this document should be submitted for Quotation? If you proceed, the document status will be modified, will appear.” • Select “Yes” to proceed or “No to cancel • When you select yes, the prompt to send an email the notification will appear • Send notification to the Approver • The prompt to add any additional comments if needed, will appear. • Click “OK” or “Cancel” to go back to the screen

  18. Work Flow – Step 2 – New Item • New Item Overview, continued • Once OK, is selected, the prompt, “Do you want to save your changes?” will appear • Click “Yes” to proceed or “No” to cancel • Once “yes” is selected, the entry will be moved to Quote Requested

  19. Double Click on the new Entry Work Flow – Step 2 – New Item

  20. Work Flow – Step 2 – New Item

  21. Work Flow – Step 2 – New Item

  22. Work Flow – Step 2 – New Item

  23. Work Flow – Step 2 – New Item

  24. Work Flow – Step 2 – New Item

  25. Work Flow – Step 3 – Quote Requested • Quote Requested, Overview • The Customer Center Supervisor will complete this part of the entry • Double click on the entry requiring a quote – note the entry will be in the Quote Requested • Choose the “Customer Center Information” tab • Double Click on the entry to open the fields • Add the quote number, quote amount, quote hours, and any additional notes • Additionally, add the Service Order, Location, and Estimated Completion entries will be completed

  26. Work Flow – Step 3 – Quote Requested • Quote Requested, continued • Click the “Submit Quote” once completed • The prompt, “Are you sure this document should be submitted? If you proceed, the document status will be modified”, will appear • Choose “Yes” to proceed or “No” to cancel • Once “Yes” is selected, the prompt to send an email the notification will appear • Send notification to the Approver

  27. Work Flow – Step 3 – Quote Requested • Quote Requested, continued • The prompt to add any additional comments if needed, will appear • Click “OK” to proceed or “Cancel” to return to screen • The prompt, “Do you want to save your changes?” will appear • Click “Yes” to proceed or “No” to cancel • Once you click yes, the entry will move to Quote Submitted

  28. Work Flow – *NOTE2* - Status Field in the CC Information tab • *NOTE* At anytime, you can change the “Status” Field in the “Customer Center Information” tab Status Choices

  29. Work Flow – Step 3 – Quote Requested Double click entry

  30. Note the Status (it needs to be updated accordingly Enter the Quote number, Quote amount, Quote hours, Date, and additional notes. Work Flow – Step 3 – Quote Requested

  31. Additionally, add the Service order number, Repair Location, and Estimated completion date Work Flow – Step 3 – Quote Requested

  32. Click Submit Quote once completed Work Flow – Step 3 – Quote Requested

  33. Work Flow – Step 3 – Quote Requested

  34. Work Flow – Step 3 – Quote Requested

  35. Work Flow – Step 3 – Quote Requested

  36. Work Flow – Step 4 – Quote Submitted • Quote Submitted • The Approver will complete this part of the entry • Notice the entry will be in the “Quote Submitted” • Double click on the entry that requires the quote to be approved Click here to go to Appendix A - “Request Requote”

  37. Work Flow – Step 4 – Quote Submitted • Quote Submitted, continued • Once approved, Click, “Quote Accept Tech” • The “Approver” should make notes in the Notes and Attachments tab such as, approved quote and sign and date the entry • If “Requote” is needed, then Click, “Request Requote” • See Request Requote Instructions • The prompt, “Are you sure this document should be submitted to the Store? If you proceed, the document status will be modified”, will appear • Choose “Yes” to proceed and “No” to cancel • The prompt to enter additional comments, if needed, will appear • Click “OK” to proceed or “Cancel” to return to screen

  38. Work Flow – Step 4 – Quote Submitted • Quote Submitted, continued • The prompt, “Do you want to save your changes?” will appear • Choose “Yes” to proceed, “No” to not save changes, and “Cancel” to stop the process • The entry will be moved to Approved Technical

  39. The Purchase Order Number (PO) will need to be entered once the store approves Work Flow – Step 4 – Quote Submitted

  40. Double Click to open The most current entry on top. Work Flow – Step 4 – Quote Submitted Notes and Attachments, tab entry

  41. Approver accepts quote Work Flow – Step 4 – Quote Submitted

  42. Work Flow – Step 4 – Quote Submitted

  43. Work Flow – Step 4 – Quote Submitted

  44. Work Flow – Step 4 – Quote Submitted

  45. Work Flow – Step 5 – Approved Technical • Approved Technical, Overview • Your entry is now in the “Approved Technical” • Double click on the entry to open • This is where the Store Approver approves the quote and issues the Purchase Order (PO) in the “Rental Information” tab • Click “Quote Accept Store” • The “Store Approver” should make notes in the Notes and Attachments tab such as, approved quote and sign and date the entry • The prompt, “Are you sure this document should be submitted to the Cost Center? If you proceed, the document status will be modified will appear • Choose “Yes” to proceed or “No” to Cancel

  46. Work Flow – Step 5 – Approved Technical • Approved Technical, continued • Once “Yes” is selected, the prompt to email will appear. The Owning Location needs to be included. • Then, the prompt to Enter additional comments, if needed, will appear • Click “OK” to continue or “Cancel” to end process • Finally, the prompt, “Do you want to save your changes?”, will appear, once you choose “OK”. • Choose “Yes” to proceed, “No” to not save changes or “Cancel” to cancel process • The entry will be moved to “Approved Store”

  47. Double click entry Work Flow – Step 5 – Approved Technical

  48. PO number added Work Flow – Step 5 – Approved Technical

  49. Store approver accepts quote Double Click to open The most current entry on top. Work Flow – Step 5 – Approved Technical

  50. Work Flow – Step 5 – Approved Technical